# Outleap Data Retention Policy (School Template)

Status: Approved baseline template. Durations below are Outleap default retention periods and should be reflected in contract terms.

## 1. Purpose

Set clear retention windows, deletion triggers, and governance controls for personal data processed through Outleap.

## 2. Scope

Applies to student, teacher, school-admin, and operational records within Outleap platform processing.

## 3. Default Retention Schedule

| Dataset | Example content | Default retention period | Notes |
| --- | --- | --- | --- |
| Account and directory metadata | User IDs, role, school linkage, login metadata | Contract term + 12 months | Supports investigation, access history checks, and controlled offboarding |
| Evidence Bank entries | Structured evidence, skills tags, supporting context | End of current application cycle + 12 months | Keeps reusable evidence available through the active cycle while limiting long-tail storage |
| Draft statements (unsubmitted) | In-progress Q1/Q2/Q3 text | End of current UCAS cycle + 12 months | Keeps continuity for late applications/resits while limiting long-tail storage |
| Submitted statements + published feedback | Submission snapshots, feedback output, status history | End of UCAS cycle + 24 months | Supports school quality review and post-results support |
| CV/application workflow records (where enabled) | CV drafts, cover letters, competency answers, support history, review history | End of current application cycle + 24 months | Retain only where those workstreams are active for the school |
| Admin/audit records | Role changes, publish actions, reminder actions | 24 months | Supports accountability and incident review |
| Reminder and notification metadata | Send timestamps, milestone flags, delivery metadata | 12 months | Operational evidence only; avoid storing unnecessary message content |
| Safeguarding-linked workflow notes (if used) | Restricted staff records | Per school safeguarding policy | School policy takes precedence for child protection obligations |

## 4. Deletion Triggers

Delete or archive according to agreed policy when one of the following occurs:

- Retention period expires.
- Contract ends and handover/export window closes.
- Valid erasure request applies and no overriding legal basis exists.

## 5. Deletion and Archive Method

- Remove records from live application datasets.
- Allow managed backup lifecycle to expire per platform backup controls.
- Record deletion actions in auditable operational logs where applicable.

## 6. Access During Retention

- Role-based, least-privilege access only.
- Regular review of admin/staff access rights.
- Immediate removal of access when no longer required.

## 7. Legal Holds and Exceptions

Data may be retained beyond baseline periods where required for:

- safeguarding duties,
- active complaints/disputes,
- legal or regulatory obligations.

Any extension should include rationale, approver, and review date.

## 8. Governance and Review

- **School owner:** `[Name + role]`
- **Supplier owner (template):** Jesse Merrigan (Director, Outleap Limited). General, privacy and data-rights contact: hello@outleap.io
- **Last reviewed:** `[YYYY-MM-DD]`
- **Next review due:** `[YYYY-MM-DD]`

## 9. Related Documents

- Data Processing Agreement
- DPIA
- AI Safety Policy
- School records management and safeguarding policies